Effective time management is the key to getting more done and better balance. However, not everyone knows how to manage their time well. Here are 8 strategies that you should refer to.
1. Start the work day with a clear priority focus
The first thing you need to do before you start your day is to determine what you want to achieve for the day. Besides, you also need to determine what you absolutely must accomplish. This takes very little time but can save you many hours later.
Don’t rush to open your computer, surf the net, or check email at the beginning of the day. In addition, you will be very easily caught up with new announcements and tasks. This inadvertently causes you to forget or delay important things that you need to do. Take about 5 minutes to write down your priority focus, you will easily identify the next steps or tasks you need to do.
2. Manage your time with a list of important tasks (and update it regularly)
In order not to miss things to do, you should make a to-do list for the day. Every time there is a new task, update it to the list. This will give you an overview of the important and urgent things that need to be done.
Don’t forget to put it on the list on communication, relationship building activities as well as analysis, planning, strategy activities…
3. Time management secret: Focus on high-value activities
High-value activities are the ones that have the most positive impact on your project, your team, and your customers. Before doing anything, you need to determine what is a high-value activity and which is a low-value activity. This helps you resist the “temptation” to deal with small, unimportant chores.
The secret to time management here is to always start with what matters most. You can judge for yourself which activities to focus on first with the following questions:
- At this point, what does my client or team need most from me?
- What would cause the most trouble if it wasn’t done now?
- What is the biggest contribution I can make right now?
- What strategic tasks do I need to tackle today to help us work smarter tomorrow?
4.Minimize the things that interrupt your work
It will be difficult for you to complete work and important tasks if there are too many distractions while working. So, identify activities that tend to interrupt your work and find solutions to fix them.
Basically, one of the most essential time management skills is not being distracted. For example, avoid checking email and answering the phone when you’re working on something important. You may find it uncomfortable to reduce these activities at first. However, do not let that break your own rules. Instead, discipline yourself and get things done without thinking about them.
5. Better time management by stopping procrastination
If you have trouble concentrating or tend to procrastinate, you should create your own deadlines. Example: Self-schedule a meeting for 2 days duration, at which time you will have to finish everything and present your work.
Also, another way to stop procrastinating is to push tough tasks to the top of the workday. This is the time when your spirit and concentration are at a high level. So it will be easier for you to do your tasks without distractions. When the work is done, reward yourself with a small reward. This will keep you comfortable and ready for the following tasks.
6. Limit multitasking
Many people often do multiple things at once and assume this will work. In reality, however, there are very few people who can stay productive while handling a variety of tasks.
To limit multitasking, you can refer to some of the following ways:
- Plan your day in time clusters
- Set specific times for meetings, calls, and planning/analyzing tasks
- Whenever you find yourself multitasking, stop and meditate for a minute.
7. Add buffer time between tasks and meetings
Moving right from one task or meeting to the next seems to be the way to make the most of your time. However, it can have the opposite effect, making you tired and less focused.
The human body is not a machine. You can’t and shouldn’t “misuse” yourself by working continuously. So, give yourself a short time to clear your mind and recharge before embarking on a new task. Besides, creating buffer time also helps you avoid being late to the next meeting.
8. Review the work results every day
Take 5-10 minutes to review your to-do list each day before leaving the office. Also, reward yourself and reward yourself if you do a great job.
If you think your day’s effort isn’t enough, decide what you can change tomorrow. Therefore, do not carry negative psychology. Leave the office with high spirits and determination.
We all have 24 hours a day. Effective time management will help you use your time to create more value. Discipline yourself and apply the above time management techniques, and you will soon find your projects running much more smoothly. Good luck.
